SUMMARY:

Over 15 years experience supporting senior management, human resources and acting as main point of contact for administrative support to the associated organizations. Managed and responded to customer/department requests in a fast paced office environment by multi - tasking expeditiously and collaboratively with team/employees/customers.

TECHNICAL SKILLS:

Software Applications: MS Outlook email and calendar, MS Office Suite, Web-Ex, eApproval, iCal, Merlin, Box, Concur, SAP, People soft

EXPERIENCE:

Confidential, San Jose, CA

Executive Assistant

Responsibilities:

• Pro-active scheduling and maintenance of VPs and department calendar for daily, weekly/ bi-weekly, monthly and quarterly meetings, making adjustments as needed and requested with short lead times.
• Ongoing calendar maintenance for 1:1 meetings for staff, internal and external customers.
• Planned and worked closely with cross-functional teams to schedule on-going weekly, monthly and quarterly reviews. I.E.: Finance OPS, Monthly Product reviews, Quarterly Sales Interlock reviews, Quarter Close meetings.

Confidential

Responsibilities:

• Worked closely with HR to schedule interviews for the department. Provide logistics support for interview process.
• Handled candidate progress for all open department positions.
• Participated with HR Staffing/Talent and IT teams to complete on - boarding and off-boarding processes.

Confidential

Responsibilities:

• Participated as planning lead for year-end holiday events.
• Planned quarter end Thank-you Breakfast and team building activities for department and cross-functional teams.
• Handled Off-Site Management Team planning sessions, All Hands meetings and Quarterly Sales Interlock meetings.

Confidential

Responsibilities:

• Arranged all logistics for travel; flight, hotel, ground transportation and any reservations required.
• Ensured all travel logistics information and details posted to VP calendar for quick .
• Handled processing of international travel visas and passports (including renewal).

Confidential

Responsibilities:

• Participated as back-up support to executive assistant team.
• Created and maintained department organizational charts.
• Planned office moves with Facilities for the department to completion.
• Handled procurement activities: Initiated purchase orders for goods and services, verified receipt to the SAP program to ensure payment of invoices, processed expense reports.
• Contributed to team-morale and served as brand extension for the department and VP by escalating and communicating on their behalf and served as liaison between Portfolio OPS and internal teams.

Confidential, Cupertino, CA

Executive Assistant

Responsibilities:

• Manipulated intense calendar/meeting schedules: weekly new product reviews, cross-functional team meetings, executive reviews and supplier vendor meetings.
• Prioritized and adjusted schedules based on last minute changes by using flexibility and problem solving solutions.
• Acted as back-up executive support to Senior V.P. of WW Operations office.
• Scheduled teleconferences & videoconferences.
• Managed the logistics for leadership off-sites, quarterly communications meetings, quarterly employee thank you events (small-large), holiday and summer-all organization events, special events support to Mac World .
• Managed logistics for air travel, ground transportation and hotel reservations.
• Submitted expense reports for travel reimbursements.
• Processed legal documents for international visas, passport added pages and passport renewal .
• Processed department purchase requisitions/purchase orders, payment requests and managed department AMEX procurement cards.
• Acted as authorized requester using the SAP program and working with the Finance, Worldwide Operations and Accounts Payable teams to reconcile received goods/services to invoices, resulting in correct billing for company.
• Completed successfully, quarterly audits and annual fiscal year close processes.
• Acted as facilities liaison-office manager.
• Audited floor maps to actual headcount.
• Planned and coordinated floor walk through for area clean up.
• Assured and encouraged an open communication relationship within both internal and external customers in Human Resources, Worldwide Operations, Engineering, Legal, Product Design, Government Affairs and Supplier-Vendors by working proactively, professionally and expeditiously.
• Guarded the handling of confidential information and sensitive material by using discretion at all times.

Confidential, Cupertino, CA

Staffing/Talent Coordinator

Responsibilities:

• Created offer letters-packets and processed new hire paperwork.
• Scheduled interviews with candidates and customer group.
• Coordinated logistics for candidate travel and processed expense reimbursements.
• Accessed the Merlin program to open/close/make changes to personnel requisitions.
• Issued monthly stock audit report to compensation specialist .
• Interfaced with NEO team (new employee orientation), Records, Relocation, Immigration and University Relations to communicate updates, changes and process improvements.

Staffing/Talent Sourcing Assistant

Confidential

Responsibilities:

• Extracted resumes from the Internet for positions in Worldwide Operations.
• Reviewed candidate resumes with recruiters for position matches.
• Conducted preliminary screen/phone interviews with potential candidates.
• Distribute pre-qualified candidate resumes to hiring managers.